EUROPEAN CAPITAL OF INNOVATION AWARDS 2020 - Application Guide
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EUROPEAN CAPITAL OF INNOVATION AWARDS 2020
Application Guide
Version 1.0
5 March 2020
This guide will navigate you through the easy steps for submission.European Capital of Innovation Awards 2020 - Application Guide
1. Getting started
You can apply in six easy steps via our electronics submission system on the Funding and
Tenders Portal. You can access the Portal also by clicking 'Apply now' on the official contest
page.
Applications reaching us by other means are regarded as ‘not submitted’ and will not be
evaluated.
The complete application has three parts:
Part A collects administrative information about the public administration and its initiative.
Part B is a downloadable template in .rtf-format for your application.
Annexes – mandatory documents to be uploaded.
You may apply in any official language of the European Union. However, bear in mind that
applications in English will speed up and facilitate the evaluation process.
2. How to apply
Step 1: Identify yourself
On the Funding and Tenders Portal, you will have the option to:
>login< - if you have used the Portal before you may already have an EU Login
Account (or former ECAS account).
or >register< - follow the instructions to create a new EU Login user ID. More
help on how to create an EU Login Account here.
Step 2: Funding Scheme
This is a generic step, simply click >next< to continue.
Step 3: Creating a draft proposal
Your organisation:
Please fill in your Participant Identification Code (PIC), which is used to identify your
institution. If you have used the Participant Portal or FP7 you may already have a PIC. More
information on PIC numbers can be found here.
Your role:
Please select 'main contact'.
Your proposal:
In the acronym box, please put a catchy title for your application.
In the Short Summary box, we ask to provide a small abstract of your initiative - why your
city should be the winner. You may record and upload a video message – if you do, please
insert the link in this space.
Click >Next< to accept 'The terms and condition of usage'. After carefully reading through
and accepting them, your draft application will be created and you will receive an automatic
e-mail.
You can always return to the application to continue working (before the deadline):
My proposal Menu
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Step 4: Manage Your Related Parties
This is a generic step, simply click >next< to continue.
Step 5: Edit Proposal
In this step you can:
Part A: fill in, edit, view and print the administrative forms;
Part B: download the Part B template and prepare your application. Upload
your Part B and
Mandatory annexes:
- Mayor's endorsement and commitment to apply;
- Initiative starting date and
PART A - Administrative forms
Clicking >edit forms< opens Part A. You can modify this at any time up to the deadline.
You can validate your application at any step. When clicking >validate form< at the bottom
of any page a list of discovered problems (such as missing data) is given on the last page.
Please note that the application submission will be blocked until problems are
corrected.
Part B – Your application and mandatory documents to be uploaded
Please follow the structure of this template when preparing your application: it has been
designed to ensure that your initiatives are presented in a way enabling the experts to make
an effective assessment against the four evaluation criteria. The non-compliance with this
template may lead to the rejection of your application.
Annexes – Mandatory documents to be uploaded
Please upload the following three mandatory documents in support of your application:
1. Proof 'Mayor's Endorsement' (mayor’s commitment to apply): a PDF document
signed by the city mayor (or the equivalent highest political representative) proving that the
city mayor endorses the application or that you are entitled to represent/act on his/her
behalf as defined in the Proposal Submission Forms.
2. Proof 'Initiative starting date': any PDF document that best proves that the actions
proposed in your application relate to completed or on-going initiatives started after 1st
January 2019 (Art. 4.1 of the Rules of contest).
These documents can be submitted without translation. However, please upload only the
relevant pages (i.e. cover page(s) and informative passages). Use highlights or
underlining to guide the evaluators to the relevant pieces of information.
For all documents, you must use exclusively PDFs (portable document format) up to a limit
of 20 Mbytes for part B and 10 Mbytes for all other proofs. Use only alphanumeric characters
(no special characters or spaces).
Once you complete (and validate) Part A and upload Part B and other mandatory annexes,
click >submitEuropean Capital of Innovation Awards 2020 - Application Guide
Step 6: Application Status page:
Reaching this step means that the application is submitted. Naturally, this does not mean the
application is valid, complete or eligible in all respects.
Here you can:
Download the application. It is advised to download the application to check that
it has been correctly sent. The PDF is digitally signed and time stamped.
Re-edit the application, going back to step 5. After re-editing the application (any
data in the forms or a modified attachment), modifications have to be resubmitted.
You may continue to modify the application and submit revised versions overwriting
the previous one right up until the deadline.
Withdraw the application. If the application is withdrawn, it will not be considered
for evaluation. A reason for the withdrawal will be requested.
(Note: Your application draft is not yet deleted from the server. This withdrawal
action can be reversed, but only before the deadline, by simply re-submitting it).
The same information and actions can also be found in My Proposal Menu.
3. General Information
Applications must be submitted before 23 June 2020, 17:00:00 Central European Time.
It is your responsibility to ensure the timely submission of your application. After this, the
application can no longer be modified. It is however visible in a read-only version.
Do not wait until the last moment before submitting your application!
You can save a draft well before the deadline.
The last version of your application submitted before the deadline is the one which
will be taken into consideration; no later version can be substituted and no earlier
version can be recovered.
Help
If you encounter problems in the submission process, please make the following checks:
Check once more the eligibility criteria mentioned in the contest rules.
Is your Part B in portable document format (PDF), including no material in other
formats?
Is the filename made up of the letters A to Z, and numbers 0 to 9? You should avoid
special characters and spaces.
Have you checked out your Part B PDF files, to check that they are really the files you
intend to submit, and that they are complete, printable and readable?
Is your Part B file within the size limit of 20 Mbytes?
Have you virus-checked your computer? The Electronic Submission Services of the
Commission will automatically block the submission of any file containing a virus.
Have you allowed time to submit a first version of your application at least several days
before the deadline (you can then continue to work on it)?
Have you completed the submission process for your latest version?
Page 4 of 5European Capital of Innovation Awards 2020 - Application Guide
General assistance:
For general assistance, please contact the prize helpdesk:
RTD-I-CAPITAL@ec.europa.eu
IT Helpdesk:
IT Helpdesk answers to your questions about the Funding & Tenders Portal tools and
processes via the online form
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